monitoring techniques for staying on top of your email service
(Photo : Andrea Piacquadio from Pexels)

Even with the emergence of newer forms of communication, email is still the bedrock of modern business communication.

That means organizations of all sizes need to ensure that their email services are running smoothly at all times, and that any issues are identified and fixed swiftly.

Effective monitoring is part and parcel of this process, so here are some techniques to try that will let you successfully master email monitoring.

Adopting automated notifications

You probably already have some familiarity with the advantages of automating the distribution of notifications within your email ecosystem. As such, it makes sense to embrace the same approach when it comes to monitoring.

Whether you are tracking API calls to determine how your wider ecosystem is operating, or focusing on email-specific conundrums, such as attachment errors or outbound messages being flagged as spam on the receiving server, automated notifications are the key to quick action and speedy resolutions.

Choosing the right monitoring platform

Of course if you are not using any form of monitoring platform to keep tabs on your email service and generate the automated alerts in the first place, you are seriously missing out.

Some of these are broad-ranging solutions which factor in other monitoring and synthetic testing functionalities to carry out general user experience assessments, such as Catchpoint.

Others are more specific, with tools from SolarWinds and Trustifi providing anti-spam monitoring and malicious activity detection within your email environment.

Regardless of which package you pick, simply having a platform that is dedicated to wrangling your messaging needs will empower you, and free you from the manual duties that used to be unavoidable.

Establishing best practices for employees to follow

No matter how many monitoring tools and security solutions you put in place, if your end users are not up to speed with the responsibilities that lie in their laps, then vulnerabilities can proliferate unhindered.

This is where it pays to build a resilient set of best practices for the use of your email service, and document them in a clear, concise way so that anyone can read and understand them.

You also need to back this up by monitoring how email services are being used and detecting when individuals are not sticking to the policies so that they can be advised of their obligation to comply, for the good of the whole business.

Leveraging encryption

Encryption is a powerful ally for any business that wants to keep mission-critical information safe and free from exploitation.

In an email monitoring context, it is wise to encrypt messages wherever possible, especially in the case that they have been archived.

Again, if the encryption is applied automatically, then it is not something you even need to think about; it will simply happen, and your service will be more robust.

Applying updates

It should be obvious, but for many this is an area that gets neglected; if you don’t roll out updates to the tools and services you use, you run the risk of falling victim to attacks and breaches that have been identified and patched.

There may be work and stress involved in updating the components of your email ecosystem, but it will be worth it in the long run.

The prospect of recovering from a breach is far more daunting than that of installing the latest versions of the software solutions you use day to day.

Ultimately all of these techniques are about lessening the burden of email monitoring, and for smaller teams in particular this will be a huge advantage in the fight to maintain communication resources.

The alternative is outsourcing to an IT services provider, which might also represent a strategically sensible step.

Keyword: Monitoring Techniques for Staying on Top of your Email Service

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